What are the responsibilities and job description for the Executive Secretary position at Department of Behavioral Health and Developmental Services?
Title: Executive Secretary
State Role Title: Gen Admin Supv I/Coord I
Hiring Range: Commensurate with Experience
Pay Band: 4
Agency: Dept Behavioral Health/Develop
Location: Catawba Hospital
Agency Website: https://dbhds.virginia.gov/facilities/catawba/
Recruitment Type: General Public - G
Job Duties
This position provides high-level administrative and operational support to the Chief Medical Officer and Chief Clinical Officer in a hospital setting, overseeing office management, scheduling, correspondence, meeting coordination, policy management, credentialing, and medical education activities. Responsibilities include managing executive calendars, maintaining confidential records and reports, coordinating physician coverage and onboarding, serving as department timekeeper, preparing meeting minutes and dashboard reports, and supporting special projects and quality initiatives. The role also manages PowerDMS policy reviews and compliance, coordinates student and resident medical education rotations, assists with physician credentialing and Joint Commission standards, and acts as a liaison across departments to ensure efficient communication, organization, and timely completion of administrative and clinical operations.
Minimum Qualifications
Manage assigned projects, ensuring timely completion and effective coordination. Prepare and edit a wide range of documents, including letters, reports, meeting minutes, presentations, spreadsheets, graphs, dashboards, and databases, utilizing advanced office automation tools and software. Apply knowledge of office management practices and procedures to support efficient operations. Draft and compose professional correspondence with strong grammar and writing skills. Interact effectively with public officials, executives from public and private organizations, and members of the general public. Perform effectively in a fast-paced environment with frequent interruptions, demonstrating resilience and adaptability. Provide administrative support to other staff members as needed. Proficiency in office software and automation tools (e.g., Microsoft Office Suite, PowerBI, PowerDMS). Strong organizational and project management skills. Excellent written and verbal communication abilities. Ability to manage competing priorities under pressure. Professional demeanor and interpersonal skills for engaging with diverse stakeholders.
Additional Considerations
Prefer college with degree is business or related field with experience in a hospital or other healthcare setting.
HIPPA Access: Level Two
Define: Complete Access to PHI only for the patients served/assigned.
Utilization of information will be in accordance with HIPAA regulations regarding use limitation, disclosure and requests of PHI.
Special Instructions
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
Application Requirements: Applications and résumés for this position are accepted electronically through the Commonwealth of Virginia’s Electronic Recruitment System only. Interview decisions will be based solely on the information provided in your electronic application and/or résumé. Please ensure you clearly and specifically detail all relevant work experience; we will not make assumptions about your qualifications.
Background Investigation: All applicants are subject to an extensive background investigation and a pre-employment drug screening. This investigation may include fingerprint checks (State Police, FBI), local agency checks, Department of Social Services/Child Protective Services checks, employment verification, and verification of education relevant to the position.
Under Virginia Code
Equal Opportunity: The Commonwealth of Virginia is committed to conducting all aspects of human resource management without regard to race (or traits historically associated with race, including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, and pregnancy, childbirth, or related medical conditions.* There shall be no retaliation against anyone making allegations of violations of this policy.
Contact Information
Name: Austin Grasty
Phone: 540-375-4368
Email: austin.grasty@dbhds.virginia.gov
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.
State Role Title: Gen Admin Supv I/Coord I
Hiring Range: Commensurate with Experience
Pay Band: 4
Agency: Dept Behavioral Health/Develop
Location: Catawba Hospital
Agency Website: https://dbhds.virginia.gov/facilities/catawba/
Recruitment Type: General Public - G
Job Duties
This position provides high-level administrative and operational support to the Chief Medical Officer and Chief Clinical Officer in a hospital setting, overseeing office management, scheduling, correspondence, meeting coordination, policy management, credentialing, and medical education activities. Responsibilities include managing executive calendars, maintaining confidential records and reports, coordinating physician coverage and onboarding, serving as department timekeeper, preparing meeting minutes and dashboard reports, and supporting special projects and quality initiatives. The role also manages PowerDMS policy reviews and compliance, coordinates student and resident medical education rotations, assists with physician credentialing and Joint Commission standards, and acts as a liaison across departments to ensure efficient communication, organization, and timely completion of administrative and clinical operations.
Minimum Qualifications
Manage assigned projects, ensuring timely completion and effective coordination. Prepare and edit a wide range of documents, including letters, reports, meeting minutes, presentations, spreadsheets, graphs, dashboards, and databases, utilizing advanced office automation tools and software. Apply knowledge of office management practices and procedures to support efficient operations. Draft and compose professional correspondence with strong grammar and writing skills. Interact effectively with public officials, executives from public and private organizations, and members of the general public. Perform effectively in a fast-paced environment with frequent interruptions, demonstrating resilience and adaptability. Provide administrative support to other staff members as needed. Proficiency in office software and automation tools (e.g., Microsoft Office Suite, PowerBI, PowerDMS). Strong organizational and project management skills. Excellent written and verbal communication abilities. Ability to manage competing priorities under pressure. Professional demeanor and interpersonal skills for engaging with diverse stakeholders.
Additional Considerations
Prefer college with degree is business or related field with experience in a hospital or other healthcare setting.
HIPPA Access: Level Two
Define: Complete Access to PHI only for the patients served/assigned.
Utilization of information will be in accordance with HIPAA regulations regarding use limitation, disclosure and requests of PHI.
Special Instructions
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
Application Requirements: Applications and résumés for this position are accepted electronically through the Commonwealth of Virginia’s Electronic Recruitment System only. Interview decisions will be based solely on the information provided in your electronic application and/or résumé. Please ensure you clearly and specifically detail all relevant work experience; we will not make assumptions about your qualifications.
Background Investigation: All applicants are subject to an extensive background investigation and a pre-employment drug screening. This investigation may include fingerprint checks (State Police, FBI), local agency checks, Department of Social Services/Child Protective Services checks, employment verification, and verification of education relevant to the position.
Under Virginia Code
- 37.2-314 and 37.2-408.1, the Department of Behavioral Health & Developmental Services (DBHDS) cannot employ or utilize as volunteers, individuals convicted of specific ("barrier") crimes or those with pending "barrier" charges.
Equal Opportunity: The Commonwealth of Virginia is committed to conducting all aspects of human resource management without regard to race (or traits historically associated with race, including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, and pregnancy, childbirth, or related medical conditions.* There shall be no retaliation against anyone making allegations of violations of this policy.
Contact Information
Name: Austin Grasty
Phone: 540-375-4368
Email: austin.grasty@dbhds.virginia.gov
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.